We have been creating the hierarchical agreement structure for a while as that is a logical fit for putting the same vendor agreements under one umbrella agreement. What would be great is a tick box that allows this top level agreement to become just a description so that we dont need to set a period because we have many agreements that start and finish all the time we have to keep on editing this master agreement and increasing the end date when a new agreement is added, turning this into a description will remove this need.
Hi Duncan, A standard practice we use is to assign the Master Agreement an end date far in the future, such as 12/31/2099, and all licenses and renewals are managed at the Sub-agreement level. This will allow for all publisher agreements to remain under one umbrella and eliminate the need to continually update the Master Agreement end date.
Thats a quick fix!! Another feature i would love is to have an archive option for agreements too, i know there are work arounds but this would still fill up the agreement page with expired stuff. I would just like the option to lookup legacy agreements at some point in the future and know all items listed in agreements are current and live.
Yes I agree. It would be a useful feature if those agreements that have expired could be greyed out or there is a view to show 'Active' agreements only.
I agree with Kirsty. We do exactly the same. Our master agreements are set to 2050 as a general rule.
Then we can manage the Annual Renewals via their respective sub-agreements. Then within those sub-agreements the licenses relevant to that agreement can be managed.
[Well in an ideal world, when the maintenance values are not duplicating themselves between license cost and maintenance cost].
Agree with both of you. As a standard practice we create master agreements for Autodesk and date them till 1.1.2030
julia.collingburn2 Autodesk agreements best practice - Unless a company already has a Purchase Master Agreement or Autodesk ETR (Extra Territory Rights) agreement, we recommend setting up TWO new master agreements:
The perpetual agreements need to cover the dates from the earliest (oldest license purchase) to well in the future. We generally use 1.1.2030 but you can adjust it to suit your other vendor agreements. Same applies for the Subscription Agreements. Each line in Autodesk Entitlement contains either a purchase contract (and possibly software maintenance contract) for perpetual licenses or the same contract data for a Term Limited (rental) software purchase contract that automatically contains a software maintenance agreement for the same rental period.
On top of these I usually create another specific "Autodesk FPP" agreement under the Perpetual License Agreements for boxed retail products like AutoCAD LT, or any other older (legacy) software that might not display any longer on the Autodesk entitlement but are still valid licenses installed somewhere on the client's estate.
autodesk agreements license bestpractice
What is Snow's definition of Each agreement type? And what is an example you have used each one for?
Snow's definition is:
Does this clarify things for you?
Was there a document you pulled this from that may have more of these types of examples?
Such as definitions for Whitelisting vs Blacklisting,
Yes, the User Guide would be your best resource - it can be found by clicking on your login name in the top right corner, then Help:
Wow, I guess since i haven't been in the product for so long, i forgot all about that! Thank you!
No problem at all, easily forgotten
Excellent. Just what i was looking for!
If I have a brand new maintenance renewal for the coming year and also have an agreement in Snow for the previous year which contains some of these licenses, what is the best way to update the agreement period without updating it for the licenses in the old agreement?I believe we would be unable to just update the agreement period for that whole agreement as it would apply it to all licenses, and this renewal doesn't apply to all licenses. There are also new licenses which are not in the old agreement.What is the best practice in this case?
Best practice is to create a new sub agreement off the master with the new date periods, attach the renewal document and add any relevant information.
You then need to import the new licenses linking to the new agreement and upgrade the licenses from the old agreement to the new agreement.
To facilitate this, list all licenses, filter on the old agreement, select License ID from the Column selector, export and use the data to populate the license import spreadsheet* for the licenses to be upgraded. The License ID needs to be entered in the ‘Upgrade from License ID’ column on the import spreadsheet for each license that is being renewed. Ensure the new agreement number is entered also.
The new licenses can be added to the same import spreadsheet, using the new agreement number, but without a License ID as they are not upgrades.
Import the licenses in SLM (Home – Import data – License import)
*An import template can be downloaded from SLM (Home – Import data – Import templates – License import)
I very much like your best practise guide and would like to use that more often.
Is there a chance to add a detailed example for setting up "Custom agreement types" and corresponding agreements?
Also an explanation of the possibility to add computers and/or objects to such agreements - manually or automatically - would be great.
Many thanks for considering and best regards,
Glad to hear you are finding the guide useful
My global colleagues and I are currently going through a process of gathering and reviewing all our best practice guides, so I will look to add in your suggestions in an update of the existing guide or perhaps in an additional guide.
Many thanks for your feedback
I added a custom agreement# type, and made one of my Custom Fields# Mandatory#. Now that Custom field is mandatory for ALL agreements!
I couldn't see any way to edit the field back to not Mandatory, or to remove the custom field.
I have deleted the Custom Agreement, deleted the Custom Agreement Type, but the Custom Field still shows as Mandatory on every agreement.
Has anyone done this before and how do I fix it?
thanks for any guidance
If you go to Home - Administration - Custom fields you should see the Agreement custom field in the list. If you have a lot of custom fields, type Agreement in the Category header at the top, so it is easier to locate the custom field you want to update.
Double click on the custom field you wish to edit and un-check the box along side Mandatory and click on save:
Thanks!! I thought I had looked everywhere, but I must have missed this. All fixed now
Hi Julia!I don't suppose you have one of these for inputting Licensing do you? It would be very useful for myself I think!Thank you,Gemma
Yes, a US colleague has written a best practice guide for licenses, I have uploaded it: Best Practice - Licenses - SLM8
Amazing, thanks so much Julia/US Colleague!!
See also Agreements - some enhancements add your ideas there.
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